Administrative Specialist / Event Coordinator

NSF’s NOIRLab is the preeminent US national center for ground-based, nighttime optical and infrared astronomy. NOIRLab is a Federally Funded Research and Development Center (FFRDC) which operates as a matrix organization, providing services across a range of programs: Gemini, Rubin, MSO (CTIO and KPNO), and CSDC; with facilities in three geographic locations: Arizona, Chile and Hawai’i. The mission of NOIRLab is to enable breakthrough discoveries in astrophysics by developing and operating state-of-the-art ground-based observatories and providing data products and services for a diverse and inclusive community.

The position supports the Gemini Directorate by providing a variety of administrative functions. This full-time role requires exercising initiative, independent judgment, and discretion while anticipating the needs of the Gemini leadership team. The administrative assistant will work closely with other Gemini and NOIRLab staff to support the mission and objectives of the Observatory. This position is based in Hilo, Hawai’i.

Essential Functions:

• Provide administrative assistance to the Gemini Leadership team to include preparing correspondence, scheduling meeting and appointments, managing calendars, developing itineraries, and making travel arrangements.
• Coordinate executive communications, responding to emails, and interfacing with staff and external groups.
• Participate in meetings, record action items, track progress and deadlines as needed.
• Work collaboratively with the Executive Assistant of the Director as needed.
• Provide administrative liaison support for visitors in coordination with the receptionist, facilitate building access, issue keycards, assign temporary office space.
• Organize and facilitate Hawai’i centered Observatory social events, manage the logistics for and facilitation of NOIRLab / AURA / meetings held in Hawai’i.
• Take lead in planning and executing logistics for internal and external events, including but not limited to all-hands meetings, awards ceremonies, workshops and science conferences. Monitor and purchase supplies, materials, and food needed for internal and external meetings.
• Determine logistical requirements and coordinate arrangements for audio-visual, hotel accommodations, catering, rentals, and contracts. Manage invitations, RSVPs, and attendee communications.

Other Functions:

• Other duties as assigned.

Required Education/Experience/Skills/Abilities:

• Associate degree in Business or related field with at least 2 years of administrative support experience.
• OR equivalent of 5 or more years of relevant experience in an administrative assistant position.
• Proficiency with Google Workspace, Microsoft Office products, especially Word, Excel, and PowerPoint.
• Advanced level with spreadsheets and document editors.
• Excellent written and verbal communication skills.
• Ability and desire to cooperate, coordinate, and interface with all levels of personnel, both internal and external to the organization, with a positive attitude.
• Ability to balance competing priorities within a dynamic environment filled with interruptions: create a calm, fluid environment while shifting gears, maintain accuracy and complete a volume of various activities on a daily basis.
• Strong coordination abilities to prioritize projects and tasks and provide guidance and direction to support staff.

Preferred Education/Experience/Skills/Abilities:

• Experience in modern communication and collaboration tools (such as - chat tools, knowledge management systems, zoom video conferencing and Confluence).
• Given the nature of the NSF's NOIRLab organization, proficiency in spoken Spanish and experience in a matrix environment are valued.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
• The employee is occasionally required to stand; walk; reach with hands and arms and stoop; kneel; crouch; or crawl.
• The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
• Must possess - sufficient mobility, strength, or dexterity in both arms and hands and both legs to a) reach upward, sideways, downward to work with paper files; b) sufficient mobility and dexterity to utilize computer systems, fax machines, copiers, and other office machines.
• Must possess – 1) ability to read and understand instructions, drawings, safety guides, and other written materials necessary to perform job; 2) sufficient visual capacity to perform the applicable functions without assistance of visual aids other than eye contacts or eyeglasses; 3) sufficient spoken aural capacity to hear and understand instructions, warning bells, fire alarms, or shouted instructions without assistance of auditory aids other than a hearing aid; and 4) ability to impart information orally so that others understand and can respond appropriately.
• Some travel may be necessary in or outside the contiguous United States.

Salary Range: $75,000 - $82,000. The final salary will depend on skills, qualifications and experience.

AURA offers an excellent benefits package including paid time off and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment. Details on benefits can be found at https://hr.aura-astronomy.org/employee-benefits-guide/ 

The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by September 20, 2024. 

• Please submit a cover letter and a CV or resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname. 
• Application documents that are not uploaded as part of the application may be sent to employment@aura-astronomy.org. 
• Please enter 3 professional references in your application (references will only be contacted later in the recruitment process). 

Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org 

The Association of Universities for Research in Astronomy (AURA) is a consortium of 49 US institutions and 3 international affiliates that operates world-class astronomical observatories for the National Science Foundation and NASA. AURA’s role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. In addition, AURA is deeply committed to public and educational outreach, and to diversity throughout the astronomical and scientific workforce. AURA carries out its role through its astronomical facilities. 

As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.